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HomeMy WebLinkAboutOperations Assistant - Senior CenterUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position Title: Operations Assistant – Senior Center Department: Senior Center Division: Senior Center Supervisor: Senior Center Coordinator FLSA: Non-Exempt Civil Service: Yes Pay Grade: 7 Job Number: 0715 Job Summary Under general direction, performs a variety of duties requiring knowledge of departmental procedures, programs, activities, computer skills and aging services. This includes activities such as providing information to the public, maintaining databases, updating websites, using of social media, facilitating enrollment, collecting fees, overseeing and scheduling of front desk staff, preparing payroll, assisting with budget preparation and program promotion, accounting duties, coordinating special events and working with participant committees. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Greets public and answers telephone for the department and other agencies located in the Senior Center, provides information to public regarding Senior Center activities, programs and senior issues and services, responds to calls, questions and requests or refers to appropriate party. • Manages daily deposits, reconciles daily cash receipts, prepares, and maintains payroll records, accounts payable and receivable, petty cash receipts, check requests and all related reports. • Purchases supplies for all classes and activities, researches products and services, secures bids and prices for supplies, services and assorted equipment, maintains adequate inventory of supplies and materials, complies with City purchasing policies. • Assists Senior Center Coordinator with budget preparation, provides budget projections, monitors expenditures and revenues. • Manages database systems to track activities, participation, memberships and donations, retrieves information and prepares reports, verifies data entry. • Manages membership and parking programs, prepares, and distributes correspondence with members and donors, supports Senior Center Coordinator’s effort to distribute welcome cards to new members, enrolls participants in classes and activities, uses membership database and mailing lists to distribute mass emails. • Maintains computerized building security system, provides staff training on system programming, manages building security. Updated: August 2025 (Admin Review) • Schedules building rental and usage for outside groups, trains renters in basic facility security and use of audiovisual equipment prior to rental period. • Assists with the promotion of the Senior Center programming through marketing activities, updates webpages and social media. • Coordinates special events and projects, assists other staff members with programming as needed. • Provides clerical assistance to volunteer staff and outside agencies located in the Senior Center, assists the public with copier. • Receives and routes mail, assists in preparing mass mailings and news releases. • Provides leadership and assists with training and work assignments of hourly employees, work study students, interns, and/or volunteers. • Maintains a variety of files and records both electronically and in paper formats. • Attends and takes minutes at the Senior Center Commission meetings and subcommittees, provides staff support. • Serves as staff liaison to Membership Working Committee. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs other duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • High school diploma or G.E.D. and one year of related experience or training; or equivalent combination of education and experience. Experience in customer service and computer operations. • Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educational institution; or two years of related experience and/or equivalent combination of education and experience. Knowledge, Skills, and Abilities • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to compute rate, ratio, and percent. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. • Ability to operate and troubleshoot standard office equipment including computer terminal, calculator, printers, fax machine and copier. • Ability to read and understand written materials and maintain accurate records. • Ability to reliably and predictably carry out duties. Updated: August 2025 (Admin Review) • Ability to write simple correspondence. • Knowledge of community services network. • Knowledge of general office procedures, clerical and financial record keeping procedures. • Skill in using computers and applicable software applications (Microsoft Office – Word, Excel, Outlook). • Skill in writing, typing, proofreading, taking and transcribing minutes and record keeping. Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Geoff Fruin, City Manager (4/2024) Updated: August 2025 (Admin Review) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________